How To Get A Professional Travel Package

Transcription

1 Professional Travel, Inc. Traveler Information

2 WELCOME TO PROFESSIONAL TRAVEL! We are honored to have been selected by Aleris International, Inc. as your business travel management partner. Our entire staff is committed to delivering services and solutions that exceed your expectations. Since 1963, Professional Travel has managed customized travel management programs for many of the country s most successful and respected organizations. As one of the largest privately owned travel companies in the country, Professional Travel is uniquely positioned to reduce your overall travel costs while efficiently servicing your individual travel needs. Our account implementation team has assembled the enclosed packet of information to familiarize you with our services, staff and procedures. We advise you to review this information thoroughly and to contact us directly should you have any questions. Thank you again for the opportunity to work with each of you and we look forward to earning your complete confidence and satisfaction. Sincerely, Robert Sturm President and CEO Rob Turk Executive Vice President

3 Professional Travel Contact Information PROFESSIONAL TRAVEL CORPORATE EXECUTIVES: Mr. Robert Sturm - President & CEO Mr. Rob Turk - Executive Vice President Ms. Debbie Hargis - Operations Manager TELEPHONE NUMBERS: (216) LOCAL RESERVATIONS (800) RESERVATIONS NATIONWIDE (216) FAX HOURS OF OPERATION: DOMESTIC AGENTS: Carrie Bennett Debbie Hargis Janet Horvath Dale Kasarda Mary Hanzel-Kelley Monica Robson Antoinette Rudge Keli Sypherd INTERNATIONAL: Peggy Adams Ann Boyd TRAVELCFO VACATION PLANNING: GROUPS/MEETINGS: Margaret Bartlett 8:00AM 9:00PM (ET) carrieb@protrav.com debbieh@protrav.com janeth@protrav.com dalek@protrav.com maryh@protrav.com monicar@protrav.com arudge@protrav.com kelis@protrav.com peggya@protrav.com annb@protrav.com travelcfo@protrav.com ext Leisure@protrav.com margaretb@protrav.com ACCOUNT MANAGER: Bill Monica ext billm@protrav.com ACCOUNTING: Roianne Miele MIS/REPORTING: Todd Stoneman roiannem@protrav.com reporting@protrav.com AFTER HOURS 800 SERVICE NUMBER & IDENTIFICATION CODE: (800) Membership Code:B8G At any time, you may display up to the minute itinerary information online at

4 Traveler Information Table of Contents A. Travel Arrangement Procedures 1. Introduction and Welcome 1 2. Office location and hours 1 3. Making Reservations 2 Traveler Profile Reservation Procedure ViewTrip Refunds 4. After Hours Emergency Service 3 5. Corporate and Preferred Hotel Rates 3 6. Preferred Rental Car Rates 3 7. Group Travel 3 8. Vacation Department 3 9. International Travel 3 B. Professional Travel Advantages 4 ~ 5 C. Business Traveler Tips and Suggestions 1. Introduction 5 2. General Tips 5 ~ 6 3. Seats & Boarding Passes 6 4. Ways to Lower Travel Expenses 7 ~ 9 Airline Savings Hotel Savings Car Rental Savings 5. Traveler Rights 9 ~ 14 Being Bumped What To Do If You Are Bumped Flight Delays & Cancellations Lost Luggage Delayed Luggage Hotel Overbooking What To Do If You Are Refused A Room Car Rental Overbooking What To Do If You Are Denied A Car 6. Traveler Safety & Security 14 ~ 18 General Safety & Security Tips Car Rental & Driving Safety Tips Hotel Safety & Security International Travel Tips & Security 7. Frequent Flyer Information 19 Important Frequent Flyer Announcement Phone Number

5 A. TRAVEL ARRANGEMENT PROCEDURES 1. Introduction and Welcome On behalf of the employees of Professional Travel, Inc., we would like to welcome you. Professional Travel is one of the nation s largest and most successful travel management companies and has been in business under the same ownership and management since Our partnership in Radius, the Global Travel Company, the world s largest travel management consortium, makes available to our customers over 4,600 locations both domestic and international. Our corporate headquarters are located in the Cleveland area, with other wholly owned and partner offices throughout the United States. 2. Office Location and Hours Your service office is located at: Professional Travel, Inc Euclid Avenue, Suite 705 Cleveland, Ohio Local Cleveland: Toll Free: FAX: After Hours: Membership Code: B8G Office Hours: 8:00 AM - 9:00 PM, ET Monday through Friday 1.

6 3. Making Reservations Traveler Profile It is important that we have a record of your travel preferences and membership numbers. The profile information is confidential and maintained in our computer system to provide individualized service for every traveler. Please fax the completed Traveler Profile to Professional Travel at or send it via to debbieh@protrav.com as soon as possible. Reservation Procedure Reservations should be called in as soon as the traveler has a tentative schedule. Booking early allows you to take advantage of lower fares and increases the chances that you will get your preferred seat assignment. When you telephone Professional Travel, please be prepared to answer the following questions: a) Your name and company/division. b) State purpose of your call, i.e. new reservation, change, cancellation. c) Passenger(s) last name, first name. d) Passenger(s) home and business phone numbers. ViewTrip Through ViewTrip, Professional Travel gives you the ability to get detailed information about your itinerary with just a few keystrokes. Information is available online, anytime. Professional Travel provides you with a great service that s informative and easy-touse. ViewTrip is an online resource that provides specific information about any itinerary booked through our Apollo reservation system. To access your travel information, simply visit Once there, you can view details on any booked itinerary by entering the reservation number of that itinerary and your last name/surname. You can view travel details anytime, and the information found at the ViewTrip site is totally secure. Only someone with your reservation number (such as an assistant, spouse or child) can access trip details. ViewTrip also will display complete itineraries up to 24 hours after the last day of travel for a specific trip. ViewTrip is a great way to save you time because you re able to access the information you need...online, anytime. Refunds If you have an unused paper or electronic ticket, Professional Travel will apply the value of that ticket to the next qualifying trip. Please advise your reservation agent of any en route changes that may have been made directly with the airline so we can apply any credits accordingly. 2.

7 4. After Hour Emergency Assistance This number should only be utilized for emergency purposes after 9:00PM and on weekends and holidays. Professional Travel provides its clients with a toll free after-hours emergency service. During the hours of 8:00AM - 9:00PM, ET Monday - Friday, call Professional Travel at or For reservations or emergencies after normal business hours, call our 24-hour, 7 day a week emergency service after 9:00PM, ET at You will be asked for Professional s identification number that is B8G (also printed on your itinerary). 5. Corporate and Preferred Hotel Rates Professional Travel provides its clients with discounted hotel rates at over 20,000 properties worldwide. If you would like to receive a directory, contact the Corporate Travel Department or Preferred Car Rental Rates Professional Travel offers its clients corporate discount rates with most major car rental suppliers. We will offer these rates when they are lower than your company s corporate discount programs. 7. Group Travel Please advise our Reservationist if your traveler is part of a group or convention. When you have ten or more travelers flying to one destination, there is a possibility that Professional can obtain an additional discount. 8. Vacation Department Professional Travel provides vacation or personal travel services as well as business travel. We are able to obtain bulk purchasing power through our membership in Radius, the Global Travel Company, that allows us to offer significant discounts for many cruises and tours. 9. International Department Professional Travel provides assistance in the procurement of passports, visas and other requirements of foreign travel. As visa requirements differ from country to country, Professional Travel will advise travelers of the necessary documentation and time required to process visas. 3.

8 B. Advantages of Professional Travel Over 40 years of proven travel management experience. One of the Nation s largest privately owned travel management companies. Ranked 29th out of over 17,000 travel agencies by Business Travel News. Worldwide partner of Radius, the Global Travel Company, the world s largest Travel Management Group with over 4,600 offices in 80 countries with combined sales in excess of $17 billion. This partnership provides our clients: a) Volume buying discounts on air, car and hotel purchases. b) Worldwide hotel directory offering average discounts of 24% at over 7,700 properties. c) 24-hour worldwide emergency support service. Professional Travel, Inc. holds seats on the National Advisory Board of two major airlines which provides us with a huge advantage in direct airline negotiations. Extended office hours from 8:00AM 9:00PM ET Mon.-Fri. Proven ability to lower travel expenditures through a combination of extensive data analysis and aggressive negotiations. Proactive not reactive approach to identifying opportunities for cost savings. Account management team assigned to your account has an average of over 20 years of industry experience. Consulting division to offer our clients additional value add services. Assistance and advice on how to prepare for future travel management issues as they relate to your travel planning and purchasing policies. Corporate Travel Policy preparation and consultation. Manual Quality Control. In today s technological society, Professional Travel still reviews each and every reservation for policy adherence, lowest possible fare, applicable discount rates, preferred seat assignments and accurate accounting data. 4.

9 B. Advantages of Professional Travel (Continued) Automated Quality Control. Quality Check is a software program that interfaces with our Apollo and TravelCFO Reservation Systems 24 hours a day, seven days a week and consists of the following modules: a) Fare Finder a complete low fare assurance system that searches continuously for lower available fare options up until departure. If a lower fare option is located, Fare Finder automatically sends the reservation back to the booking agent. b) Seat Finder an automated preferred seat assurance system continuously searches seat inventory for specific seat requests right up to departure. State of the art MIS Department, dedicated to work directly with your company to prepare the necessary information to efficiently monitor, report and control travel expenditures. Account Recognition As one of Professional Travel s top accounts, your company will receive undivided attention in all aspects of account implementation and management. People Professional Travel utilizes all the technological advancements to assure account management and satisfaction, but our biggest asset is our employees. C. Business Traveler Tips & Suggestions 1. Introduction This manual is an educational and reference guide for all business traveler clients of Professional Travel, Inc. The information in this manual has been designed to address many questions and topics that affect all business travelers and to help make your traveling experiences more enjoyable so you can concentrate on the objective of the trip itself. 2. General Travel Tips Make sure Professional Travel has a completed personal travel profile on file, reflecting all of your personal travel needs, especially frequent flyer programs, seating preference, etc. It is essential that you list your name on our profile exactly the same way you registered your name with all of the frequent traveler programs in which you participate to eliminate the possibility of accrual errors. 5.

10 2. General Travel Tips (Continued) a) Always review your itinerary when you receive it. Do not wait until the day of departure or on your way to the airport. b) Plan as far in advance as possible for each trip. Not only will this help reduce costs but it will also help your travel agent in assigning your seating preference and accommodating any special requirement you may have. c) Make two photo copies of all important documents, i.e. airline tickets, drivers license, credit cards, passport, etc. Keep one copy at home or the office and bring the second copy with you in a safe place away from the originals. 3. Seats & Boarding Passes At Professional Travel, we understand that seats and boarding passes are very important. Our travel agents make every possible effort to assign the seating arrangement of your choice. You should, however, be aware of the following: a) Security measures imposed by the airlines no longer allow agencies to pre - print boarding passes. You may get your boarding pass from the airport at time of check in, or at an authorized airline ticket office. Many airlines allow you to check - in and secure boarding passes through their website. b) Booking farther in advance will help ensure that you get the seat you desire. c) Airlines will typically release seat assignments minutes before departure. If you check in late, your seat assignment could be lost. d) Not all airlines pre-assign seats. Exit Row and Bulk Head seats are often held by the airlines until day of departure. e) Airlines do not pre-assign all seats on each flight. A percentage of seats (usually 10%-30%) are restricted for airport check-in. f) An unscheduled change of aircraft by the airlines or overbooking can alter your seat assignment. Always double check with the gate if a flight appears to be overbooked or in the event of an equipment change. 6.

11 4. Ways to Lower Travel Expenses Plan ahead! Travelers should give themselves and their travel arrangers plenty of advance notice in order to maximize savings opportunities. a) Be flexible in making travel arrangements. If possible, check schedules for lower fares before setting your meetings or appointments. This way you can try to schedule around the best rates. b) Familiarize yourself with your company travel policy including all special booking procedures and corporate discount rates. c) Familiarize yourself with all of the services and procedures of Professional Travel, Inc. Time is money; the more you know about all of our services the more effectively we will work together. Airline Savings a) Although it was already mentioned above, Book in Advance! Most airline discount fares require advance notice and the inventory for discount fares is limited. Booking in advance will increase your chance of obtaining a discount fare if applicable to your travel patterns. In addition, it offers your travel agent more time to search out more unpublished fares. b) Familiarize yourself with any special corporate discounts your company or travel agency may have with individual airlines. c) Plan before booking. Most airfares now carry a cancellation or change penalty. d) When possible, stay a Saturday night. With 7-21 days advance notice and a Saturday night stay, your airfare will normally reduce by a minimum of 40%-60%. This savings should be weighed against additional expenses you will incur for the extra travel days (Please refer to your company travel policy). e) Combine the trip with other destinations or trips. With today s erratic pricing structures of the airlines, it is sometimes less expensive to travel to two or more destinations than round-trip to the same destination. f) Consider alternative airports (i.e. Akron vs. Cleveland) for potential, substantial savings. 7.

12 Hotel Savings a) Once again book as far in advance as possible. Many hotels are utilizing the same inventory pricing formulas as the airlines, whereby rates increase as the hotel fills up. b) Familiarize yourself with all corporate hotel discounts your company and travel agency have negotiated. c) Utilize third party discount promotions when no corporate discounts are available, i.e. entertainment company, AAA, etc. d) Always cancel unused hotel reservations. Most hotels charge a one night deposit for no-shows. e) Make phone calls from pay phones or pre-paid calling cards from your hotel room telephone to avoid expensive line charges from the hotel and their long distance phone carrier. f) Dine outside of the hotels. Most hotels charge 10%-30% higher rates for meals than local restaurants. g) Always ask when you register at the front desk if there is a lower rate available. Many hotels offer walk-up discount rates, promotions, or upgrades that are cheaper than any corporate discount. These discounts and promotions cannot be reserved in advance and are only available to those who ask upon check-in because they are based upon occupancy at the time of check-in. h) Be informed of your quoted rate and all other charges prior to check-out. Overcharges and wrongful charges are more common than you might expect. Car Rental Savings a) Once again book in advance. Car rental companies have begun to reduce their inventory to control costs. It is not uncommon for a car rental company to be sold out of one or more car classifications at anytime. b) Familiarize yourself with your company s and travel agency s corporate discounts. c) Familiarize yourself with your company s travel policy in regards to car rental insurance. 8.

13 Car Rental Savings (Continued) d) Familiarize yourself with the car rental company s policy before leaving the lot, i.e. is the car unlimited mileage, who is responsible for the gas in the car, etc? In years past, most car rental companies required you to return the car with a full tank or pay a high penalty. Today, some car rental companies pre-charge you for the gas in the car and expect you to return the car empty. e) Book a smaller car and then try to upgrade at the counter. As car rental companies sell out of smaller cars first, you will have a better chance to upgrade. Be cautious of car rental agents who try to sell you an upgrade at a reduced rate. Chances are they are already sold out of your car category so you are probably going to get the car anyway. f) Always ask when picking up your car if this is the best rate. Like hotels, many car rental locations are independently owned and operated and will offer walk-up discounts or upgrades for those travelers who have the time and patience to ask or barter at the counter. These rates are controlled by each individual location and are based upon their inventory at the time of rental. g) Double check all charges before signing. National statistics show that up to 33% of all travelers are charged an incorrect amount for a car rental. Wrongful charges, errors, etc. are very common. 5. Traveler Rights Being Bumped As we all know, having a ticket in hand with an assigned seat and boarding pass is not always a guarantee of passage. Airlines are permitted to overbook their flights by approximately 10% to compensate for no-shows and last minute cancellations. To reduce your chances of being bumped you should follow four basic procedures: a) Always try to have pre-assigned seats in advance. Even if you cannot receive the seat preference of choice, always have a seat number assigned. b) Remember you can always try to change the seat at the counter. c) Avoid peak travel periods when flights are more likely to be overbooked, i.e., early Monday morning, Friday afternoons, the day before or after a holiday, etc. seat away even with a boarding pass if you do not show up at the gate within minutes of the scheduled departure. 9.

14 5. Traveler Rights (Continued) d) Arrive at the gate at least 30 minutes prior to departure even if you have a boarding pass. Most airlines reserve the right to give your What To Do If You Are Bumped Almost all airlines will try to find a volunteer to be bumped to accommodate a business traveler. However, if you have the time or you are the chosen one being bumped, the airline should provide compensation. The guidelines or formula used for compensation by most major airlines are as follows: You can receive the face value of your fare, up to $200.00, if the replacement flight arrives within two hours of your original arrival schedule. You can receive twice the face value of your fare, up to $400.00, if the replacement flight arrives outside of two hours from the original flight (4 hours for international travel). Airlines are required to offer compensation either in cash, a free ticket, or travel voucher at the gate. Most airlines are eager to compensate you immediately to avoid a future claim. However, by accepting, you have agreed to their compensation and will probably not be able to collect any future damages. Instead of cash or a free ticket, most airlines are now offering one of several different travel vouchers. Listed below are two tips before accepting compensation: Read the fine print of any free ticket or voucher before you accept it. Many times the free ticket has a six month expiration date with many other travel restrictions so you may not ever be able to use it. Only accept the free ticket or voucher if you feel you will be able to use it or will be able to legally transfer it to someone else. As an alternative to cash or a free ticket, ask for 10,000-30,000 bonus miles. Or, ask for a free annual membership to their VIP airport clubs, etc. Don t be afraid to barter. If you cannot negotiate or receive fair compensation, decline it. You can always settle the matter with the airline s customer service department when you get home. 10.

15 Flight Delays & Cancellation s Flight delays or cancellations are usually the result of weather problems, mechanical problems or airport congestion. If the delay or cancellation is due to weather, chances are it is affecting all airlines and flights. If it is due to mechanical or scheduling problems, you need to be alert and assertive to avoid unnecessary delays. Listed below are several tips or suggestions: Most airlines post or announce delays in minute increments instead of coming right out and saying a flight is going to be 45 minutes or 1-2 hours delayed. At the first word of a delay or cancellation, contact Professional Travel to find out if there are any other flights leaving around the same time that they can protect you on. By acting immediately, you have a better chance of getting a seat on another flight, if the original flight is delayed indefinitely or canceled. If you do not have quick access to a telephone, go over to the desk or gate of another airline, if close by, and ask them to check their schedules. They will be more objective and have a larger incentive to help you. If the flight you are originally scheduled on is canceled or delayed indefinitely (over minutes), the airline is responsible to book you on another flight. Most airlines will automatically try to offer you passage on their next flight. However, if there is a better schedule on another airline, they are obligated to book you passage and pay any difference in fare. This practice is titled Rule 240 in the travel industry. As a frequent traveler you should become familiar with this term and not be afraid to reference it when your flight is indefinitely delayed or canceled. Also, if you are greatly inconvenienced don t be afraid to ask for additional compensation, i.e., travel voucher, free ticket, additional mileage, etc. Please note: Some new regional discount airlines do not honor or are not required to comply with Rule 240, so they may not be obligated to book you on another airline or even offer compensation for being bumped or for flight cancellations. Also, the less expensive your ticket is the more reluctant an airline will be to switch you to another carrier. Be firm but professional in your persuasion. If you are unable to receive satisfactory compensation from an airline, you can always contact Professional Travel for assistance or the Consumer Affairs Division of the Department of Transportation at (202) Lost Luggage The maximum liability paid out by most airlines on domestic travel is $1, per person. The liability for international travel is $9.07 per pound and based upon the Warsaw Pact. 11.

16 Lost Luggage (Continued) Each airline uses their own depreciation formulas and may decline refunding the value of a certain item they feel is excessive in your estimate. Legally, you have little recourse other than to plead your case to the airlines. Listed below are several suggestions or tips when traveling with luggage. Always make a pre-trip list of everything that you would want to include in a claim if your luggage was lost. This should include a general description of each object, brand name and purchase price, location and cost. Keep the receipt of expensive purchases that you know you will be traveling with on a regular basis for proof of costs. a) Carry valuables on the plane whenever possible. b) Never leave the airport until you have filled out a lost or damage claim form. Once you physically leave the airport any claim can be declined by the airlines. c) Be sure to keep a copy of the claim form, the person s name whom you spoke with and a copy of your airline ticket and baggage claim stub. Also, get a phone number and name to follow up on your claim before leaving the airport. In most cases, your claim will be a 3-6 month process requiring you to make several phone calls to expedite the process. d) Before traveling, double check with your own personal homeowner s insurance and the company s insurance to see what is covered. In many cases, your personal homeowners insurance will cover your personal belongings. If you re not covered, you may want to purchase some additional luggage insurance. e) Before traveling with expensive company equipment, supplies or samples, be sure to double check your company insurance and policy. Most airlines will not pay a claim for business equipment, supplies, etc. Delayed Luggage If your luggage is temporarily delayed, the airlines will always deliver your luggage to your home, hotel or offices as a courtesy. If your luggage is delayed over 24 hours, you may receive compensation. This is especially true if you are away from home and will need additional clothing for your trip. As a general rule, most airlines will incur half of the purchase cost of any new approved purchase. However, compensation is limited to travelers who can prove need. 12.

17 Hotel Overbooking a) Hotels like airlines, often overbook. Listed below are several travel suggestions and tips when making hotel reservations: Hotels only hold room reservations to approximately 4:00PM. If you are going to arrive after 4:00PM be sure to guarantee your reservation with a credit card. If you need to cancel, do so before 4:00PM to avoid a one-night charge to your credit card. (Some hotels allow a 6:00PM cancellation policy.) b) Before traveling, make sure you have your confirmation number and/or the name, time, date and telephone # with whom the reservation was originally made. If you have to cancel your reservation, be sure to keep the cancellation number on file in case the hotel charges your credit card. c) If you are going to be arriving extremely late, after 9:00 PM, or later than originally expected, be sure to notify the hotel. A hotel may think you are a no-show and give your room away even if you have a credit card guarantee. d) If you are attending a big convention, conference, trade show, etc., and the reservation is booked through a group desk, other than directly with the hotel, be sure to call the hotel directly 7-14 days prior to your arrival to re-confirm your reservation. It is better to call the hotel directly ahead of time to be sure they have your room and any special requests than be sorry upon arrival. What To Do If You Are Refused A Room Even by following the above steps you can still occasionally find yourself stranded without a room. In these circumstances, the hotel should provide the following service and compensation: a) The hotel should call to confirm you a new reservation at an alternative hotel and provide transportation to the hotel. b) The hotel should pay for your first night stay at the new hotel or provide you with equal compensation in the form of a credit or voucher. c) The hotel should allow you to make free long distance phone calls to your office and family, or clients to notify them of the change. 13.

18 What To Do If You Are Refused A Room (Continued) If the hotel has a room but it is not in the room category that you confirmed, you should normally receive a free night credit to your hotel stay, especially if the new room is a downgrade in category. d) The important thing to remember is don t be afraid to ask or barter. If you don t ask they probably won t offer! Car Rental Overbooking Car rental companies, like airlines and hotels, will also overbook to compensate for noshows and last minute cancellations. Listed below are several suggestions and tips when making car rental bookings: a) Before traveling, make sure you have a confirmation number identifying car category and rate. b) If you are going to be arriving later than originally planned, try to notify Professional Travel, Inc. or the car rental vendor directly. What To Do If You Are Denied A Car Even by following the above procedures you can still run into a problem. In these circumstances, the car rental company should provide the following: a) The car rental vendor should confirm for you an equal or greater size car with an alternative car rental vendor. b) The car rental vendor should pay any difference in costs for the new rental. c) The car rental company should provide some type of compensation for your inconvenience, i.e. pay for one day rental, provide free coupons or upgrade vouchers for future rentals, credit you with bonus mileage, etc. 6. Traveler Safety & Security Business travelers, just like leisure travelers, are susceptible to safety and security problems. Criminals prey on business travelers because they are usually easier targets and carrying more valuables, i.e., expensive equipment, credit cards, money, etc. Experts agree that the number one safety and security problem facing travelers is that they get so caught up in the excitement, stress or fast pace of the trip that they fail to use the same good sound judgment that they would use at home. 14.

19 General Safety & Security Tips a) Leave a copy of your itinerary, telephone numbers and passport where you can be reached with someone from home and your office. Let someone know if you change your itinerary once out on the road. Call to notify someone upon your arrival to each destination. b) Record all credit card numbers, photo copy your drivers license and social security card and file them in a safe place. This will help you in the event your wallet and identification is stolen. c) Bring ample supplies of any prescriptions and always carry proof of medical insurance. d) As time-burdensome as it may be, always compile a check list of everything you bring, i.e. clothes, supplies, etc. If your luggage is lost or stolen either on the plane or somewhere in-between, insurance companies and/or the airlines will be more willing to compensate you and this will also help expedite your claim. e) Do not leave flashy identification on your luggage that can draw attention. Write your name, business address and phone number on the outside of your luggage instead of your own home address and phone number. f) Always try to carry all valuables on the plane. Do not enclose money or other important documents in your check-in luggage. g) If attending a conference or seminar, immediately take off your name tag as you leave the function. h) If you are an avid jogger, wait until you return home or use the hotel s internal fitness equipment, unless you are very knowledgeable of the surroundings. Many hotels are only several blocks away from unsafe areas. One wrong turn could present problems. i) After dark, always try to take a cab, especially in a new area. j) Remember, alcohol impairs judgment. k) Travel light and be organized so you can move swiftly and more confidently. Thieves will be less likely to prey on you. l) Have all travelers keep a diary of any problems and/or travel tips by destination. This information should be reported to the travel manager/planner and then distributed to all travelers. Prior traveler experience is always the best education. 15.

20 Car Rental And Driving Safety Tips a) Always thoroughly check the car before departing the car rental lot. This includes making sure all the locks, lights and windshield wipers work and be sure there is a spare tire, etc. It is better to take a few minutes at the beginning than to be sorry down the road. b) Make sure you have planned your driving route ahead of time or receive explicit instructions from your car rental vendor. Being lost is not only unproductive time, but you can always venture into an unsafe area. If you have a long flight you may wish to take a shuttle to your hotel and then pick the car rental up at the hotel. c) If another motorist informs you that something is wrong with your car try not to stop, if possible. Instead, proceed to the next service station or a well lit populated area. d) Use good judgment when driving and be alert. Thieves prey on rented cars. If possible, try to use a car rental company who does not have large identifiable signs or marks that will tip people off that you are in a rented car. e) Have keys out ahead of time when approaching the car and be aware of persons around you at all times. f) Leave valuables locked in the trunk. g) Always park in well lit and visible places. h) Always keep the car s gas tank at least half full. Hotel Safety & Security If possible, pre-qualify a hotel ahead of time for the following qualifications or characteristics: a) Well lit parking lots. b) Key cards instead of regular keys. c) Well lit corridors. d) Internal hallway entrances to rooms: not external access from the outside. e) Rooms with secured windows; doors with peepholes, functional dead bolts and chains. f) If possible, check out the hotel s security service; Does the hotel have on-site security guards and front desk personnel 24 hours a day? 16.

21 Hotel Safety & Security (Continued) g) Side and rear doors that do not allow entry, only exit. h) When checking in, if the front desk clerk announces your name and room number loudly so others can hear, quietly ask for a different room. i) If possible, do not stay on the ground level. Thieves have greater access through windows. j) Once in your room, make sure all doors and windows lock securely, especially adjoining room doors. k) Be sure telephone is operational and familiarize yourself with emergency numbers. l) Never leave valuables unattended in your room. If you have to leave them behind, lock them in a briefcase or baggage. m) If an unexpected visitor knocks at the door, never open it. Use the peephole or chain to identify the visitor. If the person identifies him or herself as an employee of the hotel you can always call the front desk first to clarify before opening the door. n) If you order food, try to meet and pay for the delivery outside your door or even in the lobby, especially if it is from a source outside the hotel. o) Leave a light on before leaving your room so you return to a well-lit room. p) Rather than posting a maid service tag on your door, notify the front desk clerk. q) Meet with new acquaintances down in the lobby first before bringing them into your room. International Travel Tips & Security a) Always check ahead of time with the country s tourist board and/or consulate to insure you have all the proper identification and medical precautions (our Professional Travel International Travel Agents can also advise you), i.e., passport, visa, international drivers license, inoculations, etc. b) Photocopy your passport, visa and other documentation and carry it with you on your trip. This should be kept in a safe place other than where your actual identification is. Leave nonessential credit card cards, checkbooks, etc. at home. 17.

22 International Travel Tips & Security (Continued) c) Have the address and telephone number of the U.S. Consulate office closest to your destination. d) Keep up-to-date with traveler warnings and travel tips. The State Department posts monthly travel warnings and continuous updates. e) Bring ample supplies of prescriptions, back-up pair of eye glasses, if necessary, and proof of insurance, including doctor s name and telephone number, etc. f) Obtain and familiarize yourself with the general information and tourist guides which identify normal customs, rules and regulations for visitors. g) If this is your first time traveling to a country, try to learn from the experiences of an associate who has already been there. h) Always stay at above first class hotels. A first class hotel in most international destinations is well below the standard of a first class hotel in the U.S. i) Become familiar with the currency and guidelines ahead of time. Currency Today, an international currency exchange outlet, operates out of Professional Travel s office located at 1228 Euclid Ave. Suite 705, in downtown Cleveland. Ask your agent for details on easily obtaining some foreign currency before you travel. j) Make sure the day you are arriving that the banks are open at your destination so you can exchange money. Remember, some credit cards are not as widely accepted at all places overseas especially taxi cabs, restaurants, etc. If possible, bring enough foreign currency to get you through that first day and bring two different credit cards. k) Prior to your trip, become familiar with the policy for entering and leaving the country with money. Some countries have stipulations or do not allow travelers to depart their country with their currency. l) If this is your first overseas trip be prepared for jet lag upon your arrival. If possible, try to have your contact meet you at the airport. Jet lag hits everyone differently and at different times. It can also lessen your immune system and your judgment. 18.

23 7. Frequent Flyer Information Important Frequent Flyer Announcement Security issues require that the name on airline tickets match the traveler s drivers license. This has created some difficulties for travelers to accrue frequent flyer mileage. It is just as imperative that the names on the traveler s driver s license match each individual airline s Frequent flyer account. Suggestions, listed below, are to ensure that the security screening process is thoroughly conducted and frequent flyer mileage is accrued properly: a) Name on driver s license should match frequent flyer account numbers and airline ticket. b) All frequent flyer accounts should be enrolled identically. c) Don t use nicknames when enrolling in frequent flyer programs. (i.e. Bill for William, Becky for Rebecca etc.) d) If necessary, contact each frequent flyer program to make any Corrections. e) Verify and update your Professional Travel Profile with your Team. Frequent Flyer Phone Numbers For your convenience, below please find the phone numbers of each airline to make any changes necessary: American Continental Delta Northwest United US Airways If you are currently not signed up on a particular airline program, please contact the appropriate airline above to enroll. Once enrolled, please contact Professional Travel (below), so they may input this information into your traveler profile for future reference/tracking purposes. Please feel free to contact Professional Travel for additional information. Phone: Toll Free: